Office Manager/Business Support Specialist

Company Overview
Innovative, fast paced global technology company with great presence in the world

Job Description
- Ensure that office facilities are all functioning to a good standard
- Negotiate contracts and manage suppliers for local service providers (mobile phones, internet provider etc.)
- Purchase office supplies, stationary and other ad-hoc items, keeping purchases within budget, ensuring company purchasing policies are adhered to and an audit trail is maintained.
- Support employees travel requests and expense requests
- Support in-house health and safety tasks, reviews, and audits
- Liaise with the technology team for the provision of desktop technology; partner with security of our site, and facilities management
- Liaise with the International and Japanese Payroll team and provide any relevant information for ad hoc payroll queries as and when they arise
- Coordinate onboarding plans with new hires and internal stakeholders; liaise with HR team to ensure completion of employment and payroll verifications
- Receive and sort mail and deliveries; liaise with accounts payable on invoicing
- Support staff by coordinating on-site interviews and proctoring assessments
- Support staff by coordinating team building events and employee parties and social activities
- Liaise with the Ocado as well as external HR advisors on employee questions, escalations, welfare events, and HR administration
- Meet and greet any guests and visitors to the site
- Organise office space and ensure meeting rooms and working areas meet current health and safety standards
- Ad-hoc translation of documents for internal use, and other language support for non-Japanese speaking members of the team
- Other office administration functions and special projects, as required

Requirements
- Permisson to work in Japan
- A minimum of 5 years of relevant experience
- Bi-lingual, or fluency in both Japanese and English
- Experience working in a fast-paced and matrixed management environment preferred
- Experience working in a global company
- Experience supporting employees required
- Proven ability to build credibility and relationships with employees at all levels of the organization
- Additional experience working within an office environment including administration, facilities management, finance, and/or health and safety preferred
- People oriented, with excellent communication and interpersonal skills
- Organizational skills, with the ability to multitask and prioritize
- A pro-active, pragmatic and creative approach to problem-solving
- Ability to work autonomously with little direction
- Comfortable collaborating with peers remotely and in other site locations
- Good level of computer literacy with proficiency in office applications (ideally G-Suite)

Additional Job Information
This position is located in Chiba-shi.
During the pandemic you can expect to work around 80% from home. Following the pandemic this will be an office-based position.

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